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WhitUser
WhitUser
Level 3
December 14, 2023
Solved

Switch off the welcome email

  • December 14, 2023
  • 1 reply
  • 2728 views

We have a new instance of Workfront onboarded with the admin console.

I would like to sign up several hundred external users without them receiving the Welcome to Workfront email as this ultimately directs them to Adobe.com and not to my instance of workfront - this means they will browse around and request access to phtotshop etc. when all I want is them to log into my Workfront.

I have found two settings (attached), one in the admin console and one in Workfront, but alas my new users STILL get the email..

Any ideas??

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Best answer by KellieGardner

After reading through the admin console documentation it might not be possible to stop the email. It sounds like it's needed for new users to Adobe products.

 

For new Adobe users, the Admin Console delivers an email to invite them to complete the registration process. All users must complete the registration process to access any Adobe application.

For existing Adobe users, the user may or may not receive an email about Workfront being available. This is a preference controlled by the Adobe administrator for the product.

1 reply

KellieGardner
Community Advisor and Adobe Champion
KellieGardnerCommunity Advisor and Adobe Champion
Community Advisor and Adobe Champion
December 14, 2023

I'm not familiar with Admin Console yet but I know when I bulk create profiles inside of Workfront there is also an option to send an invite to users that is selected by default that you need to toggle off. It might be the same with Admin Console??

 

 

    WhitUser
    WhitUserAuthor
    Level 3
    December 14, 2023

    Hi Kellie, thank you for your response

    Unfortunately, we no longer get that option! The Adobe subsidiary that configured for us showed that option on their older instance, however on the newer Admin Console version it has been removed. I will continue to search and will post here if we find a solution.

    WhitUser
    WhitUserAuthor
    Level 3
    December 15, 2023


    Hi @kelliegardner,

     

    Thanks for the distinction about the automatic Welcome to Adobe Workfront emails being automatic for customers who are either new (yes) vs existing (optional) to Adobe Admin Console.

     

    Another factor to be aware of is that such emails do go out for each Workfront instance (eg yourdomain.my, yourdomain.preview, yourdomain.sb01) to which a user has access, which - in one cautionary tale I’m aware of - led to a user inadvertently logging in to the wrong instance (eg preview vs prod) and mistakenly conducting Real Work in the Wrong Place.

     

    Given that, I suggest educating users in advance about the difference between such instances (lest they get lost), and/or to reduce or restrict access for each user to Only What They Need (ie yourdomain.my, in most cases).

     

    Regards,

    Doug

     


    Thank you for the insight Doug, a cautionary tale indeed and one we'll be sure to take note of with our new instance set up.

    As I'm writing this I wonder if there is a way to get my external users to set up an Adobe profile BEFORE being notified of my Workfront, this way they should just need the URL and log straight in.. off to investigate.

    Thank you

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